Privacy Policy

1. Information We Collect

1.1 Information You Provide to Us

We collect information that you voluntarily provide when you register for an account, use our Service, or contact us. This may include:

• Account Information: Name, email address, phone number, mailing address, and password.
• Organizational Information: Troop number, council affiliation, charter organization, and unit role (Scoutmaster, Committee Chair, parent/guardian, etc.).
• Scout Records: Scout names, dates of birth, BSA member IDs, rank advancement data, merit badge progress, camping night records, and service hours.
• Event and Activity Data: Campout plans, meeting schedules, permission slips, and attendance records.
• Health Information: Medical forms (BSA Annual Health and Medical Record), allergy information, medication lists, and emergency contact information, submitted by parents/guardians with consent.
• Payment Information: Payment card information processed through our third-party payment processor. We do not store full payment card numbers on our servers.
• Communications: Messages, feedback, support requests, and other communications you send to us.

1.2 Information Collected Automatically

When you access our Service, we automatically collect certain information, including:

• Device and Usage Information: IP address, browser type and version, operating system, device identifiers, pages viewed, links clicked, and the date and time of your visit.
• Log Data: Server logs recording access patterns, error reports, and system performance data.
• Cookies and Similar Technologies: See our Cookie Policy for details.

1.3 Information from Third Parties

We may receive information about you from third parties, including identity verification services, payment processors, and Scouting America-affiliated organizations, where authorized by you.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve the Service.
• To create and manage your account and authenticate your identity.
• To process transactions and send billing-related communications.
• To facilitate troop management activities, including advancement tracking, event planning, and communication.
• To respond to your inquiries, comments, and support requests.
• To send administrative notifications, including service updates, security alerts, and policy changes.
• To detect, prevent, and address technical issues, fraud, and security threats.
• To comply with legal obligations and enforce our terms and policies.
• To generate aggregated, anonymized analytics to improve the Service (never including identifiable personal information).

3. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties. We may share your information in the following limited circumstances:

• Service Providers: We engage trusted third-party companies to perform services on our behalf (hosting, payment processing, email delivery, analytics) under contractual obligations to protect your data.
• Within Your Organization: Information you provide may be visible to other Authorized Users within your troop or unit hierarchy, consistent with the role-based access controls you or your unit administrator have configured.
• Legal Requirements: We may disclose your information if required to do so by law, regulation, legal process, or governmental request.
• Protection of Rights: We may disclose information where we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, or violations of our Terms of Service.
• Business Transfers: In the event of a merger, acquisition, bankruptcy, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

4. Data Security

We take the security of your information seriously and implement commercially reasonable measures to protect it, including:

• Encryption of data in transit (TLS 1.2+) and at rest (AES-256).
• Zero-knowledge encryption for designated sensitive data fields, including health information, meaning that even we cannot access the unencrypted content.
• Role-based access controls reflecting the Scouting America organizational hierarchy.
• Regular security assessments and vulnerability testing.
• Secure, access-controlled data centers located within the United States.

No method of transmission or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you the Service. We may retain certain information as necessary to comply with legal obligations, resolve disputes, enforce our agreements, and for legitimate business purposes. Aggregated, anonymized data may be retained indefinitely.

Upon account termination, you may request export of your data for a period of 30 days. Thereafter, your data will be deleted from our active systems within 60 days, subject to backup retention schedules and legal holds.

6. Your Rights and Choices

6.1 Access and Correction

You may access and update your account information at any time through your account settings. You may also contact us to request access to or correction of your personal information.

6.2 Data Portability

You may request an export of your data in a commonly used, machine-readable format by contacting us.

6.3 Deletion

You may request deletion of your personal information by contacting us. We will comply with your request subject to any legal obligations requiring us to retain certain data.

6.4 Marketing Communications

You may opt out of receiving promotional emails by following the unsubscribe instructions included in such emails. Even if you opt out, we may still send you non-promotional communications, such as those related to your account or our ongoing business relationship.

6.5 State-Specific Rights

Depending on your state of residence, you may have additional rights under state privacy laws (including but not limited to the California Consumer Privacy Act, Virginia Consumer Data Protection Act, and Colorado Privacy Act). Please contact us to exercise any applicable rights.

7. Children’s Privacy

Our Service may collect information about children under the age of thirteen (13) as part of troop management functionality. We comply with the Children’s Online Privacy Protection Act (“COPPA”). We do not knowingly collect personal information directly from children under thirteen without verifiable parental consent. The collection of children’s data through our Service is initiated and controlled by the troop administrator (typically a Scoutmaster or Committee Chair acting as the subscribing Customer), who is responsible for obtaining necessary parental consents. Please see our Children’s Privacy Policy for additional details.

8. International Users

The Service is hosted and operated in the United States. If you access the Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States.

9. Third-Party Links

Our Service may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of such third parties. We encourage you to review the privacy policies of any third-party sites you visit.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and updating the “Last Updated” date. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the revised Privacy Policy.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

MySummitKeep LLC
Email: support@mysummitkeep.com
Website: www.mysummitkeep.com